City Hall Receptionist - REVIEWING APPLICATIONS RECEIVED BY 5/21/18
- Job Description
The purpose of this position is to provide excellent customer service and clerical support for the City Manager's Office departments as assigned. This is accomplished by answering a multi-line telephone system, greeting customers, and addressing their needs in an efficient, professional and courteous manner; managing and disseminating incoming and outgoing mail and other routine clerical and office duties. This position reports to the Director of Human Resources.
- Examples of Duties
Serves as liaison and resource for external and internal customers for all City services by answering multi-line telephone system and directing/assisting City Hall walk-in customers;
Screens, and directs incoming calls to appropriate personnel/or department; takes messages when appropriate;
Independently responds to customers' routine inquiries regarding departmental operations, programs, events, and services;
Provides excellent customer service by addressing customer issues/concerns/complaints; documents and/or assists with resolving customer concerns;
Respects confidentiality in discussing customer, staff and organizational matters;
Maintains working knowledge of and adheres to organizational policies, regulations, and procedures.
Maintains professional appearance of reception workstation and City Hall lobby area.
Assists with coordinating the use of City Hall meeting rooms and other resources;
Assists with coordinating meetings/events including scheduling, assembling and disseminating information, ordering food (when appropriate) and setups;
May assist with routine website maintenance, including social media updates;
Prepares correspondence, flyers or other documents, performs data entry, and maintains departmental record keeping as required;
Provides clerical support to departmental management and/or other assigned personnel;
Copies, scans, faxes, emails, and files various types of documents;
Performs other routine/specialized duties relative to area of assignment as required.
Provides Notary services.
Maintains and orders office supplies and consumables levels for City Manager's Office departments;
Opens, sorts, and distributes incoming mail;
Prepares and processes outgoing mail to include accurate weighing, coding, sorting, affixing postage, properly addressing (when applicable), and preparing certified/overnight/return receipt mail; As needed, updates postage balances, obtains updates to postage machine software, and runs postage reports.
Performs other duties as assigned.
- Minimum Qualifications
Work requires knowledge necessary to understand basic operational, technical, or office processes. Level of knowledge equivalent to four years of high school or equivalency.
Over one year up to and including three years of customer service experience.
Microsoft Office Suite skills.
Bonded or ability to be bonded as a Notary.
- Supplemental Information
Local government experience preferred.